FY-2014 Bidders’ Conference MIDDLE DISTRICT OF FLORIDA FY-2014 Bidders’ Conference MIDDLE DISTRICT OF FLORIDA WELCOME! WELCOME!

Joseph C. Collins, Chief U.S. Probation Officer Joseph C. Collins, Chief U.S. Probation Officer Shelia A. Jacoby, Chief U.S. Pretrial Services Officer Shelia A. Jacoby, Chief U.S. Pretrial Services Officer Darby Tatsak, Supervisory Probation Officer, Treatment Services Manager & Contracting Officer Darby Tatsak, Supervisory Probation Officer, Treatment Services Manager & Contracting Officer Joe Alfano, Supervisory Pretrial Services Officer & Contracting Officer Joe Alfano, Supervisory Pretrial Services Officer & Contracting Officer

Goals of the Conference…… Clarify Request For Proposal (RFP) and process. Clarify Request For Proposal (RFP) and process. Answer questions. Answer questions.

Commonly Used Terms During Presentation RFP – Request For Proposal – Sections A-M RFP – Request For Proposal – Sections A-M BPA – Blanket Purchase Agreement BPA – Blanket Purchase Agreement - Is a “charge account” arrangement, using a purchase order form, between a buyer and seller for recurring purchases of supplies or services. BPA’s are not contracts. - Is a “charge account” arrangement, using a purchase order form, between a buyer and seller for recurring purchases of supplies or services. BPA’s are not contracts. BPA# - a/k/a Solicitation # BPA# - a/k/a Solicitation # - Will be on Part A - Will be on Part A AO – Administrative Office Of the United States Courts AO – Administrative Office Of the United States Courts OPPS – Office of Probation and Pretrial Services OPPS – Office of Probation and Pretrial Services

PC – Project Code PC – Project Code USPO – United States Probation Officer USPO – United States Probation Officer USPSO – United States Pretrial Services Officer USPSO – United States Pretrial Services Officer Offender – Adult supervised by USPO Offender – Adult supervised by USPO Defendant – Adult supervised by USPSO Defendant – Adult supervised by USPSO Technically Unacceptable Technically Unacceptable SOW – Statement of Work SOW – Statement of Work EMQ – Estimated Monthly Quantity EMQ – Estimated Monthly Quantity

SOLICITATION PROCESS

MIDDLE DISTRICT OF FLORIDA MAP

Goal of RFP Process Provide geographically accessible quality treatment services to defendants/offenders in the Middle District of Florida. Provide geographically accessible quality treatment services to defendants/offenders in the Middle District of Florida.

TEAMWORK The foundation of treatment services using BPAs is teamwork between the treatment providers and U.S. Probation/Pretrial Services. The foundation of treatment services using BPAs is teamwork between the treatment providers and U.S. Probation/Pretrial Services. This is based on frequent communication and prompt notification. This is based on frequent communication and prompt notification. Incorporation of Evidence Based Treatment Modalities Incorporation of Evidence Based Treatment Modalities

TYPES OF RFP’S (8) –1) Combined Substance Abuse & Mental Health Outpatient. –2) Substance Abuse Outpatient. –3) Mental Health Outpatient. –4) Sex Offender Outpatient. –5) Intensive Outpatient (IOP) Substance Abuse –6) Residential Substance Abuse –7) Psychiatric/Psycho-Tropic Medication –8) Polygraph Examiner

CATCHMENT AREAS Definition Definition Methods used to determine services – EMQ’s (Page L-2 – Define EMQ’s as estimates only) Methods used to determine services – EMQ’s (Page L-2 – Define EMQ’s as estimates only) Handouts Handouts Piggybacking Piggybacking

CATCHMENT AREAS If BPA/Service selections are not submitted by potential vendors at bidder’s conference, then they must submit this to Darby no later than June 25, 2013, to receive Sections A&B. If BPA/Service selections are not submitted by potential vendors at bidder’s conference, then they must submit this to Darby no later than June 25, 2013, to receive Sections A&B.

TENTATIVE RFP REVIEW SCHEDULE –TENTATIVE………… –Open Solicitation in July Specific dates to be announced on website or by mailing. For responses to us, no faxes or s will be accepted. You must submit hard copies/originals of Sections A, B, Attachments A, B, C, & D and Section K –Offeror is not required to submit copies of solicitation Sections C, D, E, F, G, H, and I as part of its proposal. –Sections A, B and for those soliciting for urine collections services, the Wage Determination Form, will be mailed on or about July 1, 2013 –

TENTATIVE RFP REVIEW SCHEDULE –Will Post the remaining RFP on the website on or about July 1, Must continue to check website daily after this time – PLEASE DO NOT CALL IF NOT POSTED. No hard copies of the remaining sections of the RFP will be mailed –Website Example –Break!

AWARDING OF BPA’S –Joe & Darby review RFP’s beginning August 1, 2013 –Tentative schedule for site visits & reference checks: Jacksonville & Orlando area – Week of August 19, 2013 Jacksonville & Orlando area – Week of August 19, 2013 Tampa area – Week of August 26, 2013 Tampa area – Week of August 26, 2013 Ft. Myers & Ocala area – Week of September 9, 2013 Ft. Myers & Ocala area – Week of September 9, 2013 Vendors must designate site location and staff before submission of RFP Vendors must designate site location and staff before submission of RFP

AWARDING OF BPA’S –Awarded to vendors who submitted proposals that are technically acceptable and lowest bid. –If more than one vendor is placed on the BPA, it will be awarded to the next technically acceptable lowest bid, etc. –Agencies notified via letter, whether selected or not selected. –Fiscal Year runs from Oct. 1 through Sept. 30 th –Training for vendors chosen in October –Section I.3 – Option to extend the term of the contract.

RFP-Consists of Section A-M –Section L Provides Instructions for proposals Provides Instructions for proposals –READ and RE-READ RFP –Section A – AO Form 367 – Solicitation/Offer/Acceptance –Important Information in Section A –- Solicitation Number –- Return Date, Time and Location –- Number of Copies (Original and 2 copies)

SECTION B – Submission of Prices –Offeror must complete the form as specified on Pages L-1 and L-2. –Must provide a response to every requested item. –Project Code with (*) in front of it are listed in two places in Section C, the National Requirements and Local Services. –Subcontractors –Reminder in pricing evaluations, UA collections, Breathalyzer, IOP and Residential.

SECTION B

SECTION C- STATEMENT OF WORK –READ AND RE-READ SECTION C –National Mandatory Requirements. SOW cannot be changed. If changed, probation needs OPPS approval through local service. –Section C describes the services listed in Section B –There are some services listed in Section C that are not listed in Section B. You are not required to address these services. If not listed in Section B, do not address. – Certifications: Attachments A, B, C & D

Deliverables –1) Records, conferences, reports, emergency contact procedures –2) Disclosure –3) Vendor Testimony –4) Notifying USPO/USPSO of defendant/offender behavior –5) Staff requirements and restrictions –6) Facility Requirements

LOCAL SERVICES –1) Are supplemental requirements to National Requirements specific to our District. –2) Apply to all project codes that have (*) in front of them in Section B –3) Are filled with details that must be read carefully –4) May repeat some local needs to several services –5) Read carefully as they may vary between catchment areas –6)

STAFF QUALIFICATION REQUIREMENTS –1) Each Project Code describes the service and staff qualification requirements When you complete the STAFF QUALIFICATION FORM, must take the staff qualification requirements for project codes into consideration. When you complete the STAFF QUALIFICATION FORM, must take the staff qualification requirements for project codes into consideration. Submit appropriate documentation of staff qualifications. Submit appropriate documentation of staff qualifications. –Clarify the meaning of documentation –Only submit documentation of staff qualifications who will be designated to perform services on Federal clients. ww2.doh.state.fl.us – Mental Health homepage for licenses ww2.doh.state.fl.us – Mental Health homepage for licenses feb.cyzap.net/certifieds/ - Florida Certification Board feb.cyzap.net/certifieds/ - Florida Certification Board Florida Administrative Code 64B (Sex Offender) Florida Administrative Code 64B (Sex Offender)

SECTIONS E,F,G,H, and I –READ AND RE-READ THESE SECTIONS –Highlights……. 1)Vendor has capability to immediately place federal clients in outpatient services without regard to any placement backlog or waiting lists 1)Vendor has capability to immediately place federal clients in outpatient services without regard to any placement backlog or waiting lists 2) Vendors shall place referrals for residential placement in the first available bed space 2) Vendors shall place referrals for residential placement in the first available bed space 3) Termination of clients from treatment based upon a violation of program rules shall not be made without the approval of the Government. 3) Termination of clients from treatment based upon a violation of program rules shall not be made without the approval of the Government. 4) If vendor offers a program with a religious-based component (AA, NA), vendor shall also offer alternative secular program 4) If vendor offers a program with a religious-based component (AA, NA), vendor shall also offer alternative secular program 5) Maintain fiscal records according to generally accepted accounting principles. 5) Maintain fiscal records according to generally accepted accounting principles. 6) Submit Invoice monthly to arrive no later than the 10 th day of the month for services provided during the preceding month. 6) Submit Invoice monthly to arrive no later than the 10 th day of the month for services provided during the preceding month. 7) Submit separate invoices for services provided to pretrial defendants to appropriate pretrial office 7) Submit separate invoices for services provided to pretrial defendants to appropriate pretrial office 8) Co-Payments 8) Co-Payments

SECTION J – Attachments –Forms provided for vendor to use if awarded BPA –Gives an idea of documentation requirements –Department of Labor Wage Determination is mandatory for vendors providing urinalysis testing –

SECTION K – REPRESENTATIONS & CERTIFICATIONS –Representations, Certification, and Other Statements of Offeror Must Complete pages K-1, K-2, and K-3 Must Complete pages K-1, K-2, and K-3

SECTION M – EVALUATION FACTORS FOR AWARD –Proposals will be evaluated based on information provided in response to the RFP. –Pass/Fail Criteria Must be able to able to answer all questions “Yes.” Must be able to able to answer all questions “Yes.” Even one “No” response will result in the proposal being considered Technically Unacceptable. Even one “No” response will result in the proposal being considered Technically Unacceptable. –Evaluation of prices Evaluators use a calculation to obtain a total life of agreement cost for all three years. Evaluators use a calculation to obtain a total life of agreement cost for all three years.

Post Award Procedures –Training for selected vendors in October 2013 –Monitoring visits Two during the first two years after award. Two during the first two years after award. The first report due within 120 days of award (by January 31 st of both years) The first report due within 120 days of award (by January 31 st of both years) The second report due within 120 days prior to exercising the option to renew (by May 31 st of both years) The second report due within 120 days prior to exercising the option to renew (by May 31 st of both years) Third and final year (due by January 31 st ) Third and final year (due by January 31 st )

SUMMARY AND FINAL QUESTIONS –Complete your RFP as if the evaluator has no other information on your program –READ – READ – READ!!! –Follow the instructions detailed in Section L –Address all project codes identified in Section B –Make sure all requirements listed in Section M are addressed –Each proposal is to include 1) Section A, B & K (Original and 2 copies) 1) Section A, B & K (Original and 2 copies) 2) Attachments A-D 2) Attachments A-D 3) Other attachments (monitoring reports, licenses, etc.) 3) Other attachments (monitoring reports, licenses, etc.)

SOLICITATION UPDATES & DOWNLOADING –Regularly check website under Treatment Services heading for updates and postings including answers to questions –To review RFP, go to website, view applicable sections and read/print sections needed for submission.

SOLICITATION UPDATES & DOWNLOADING –Questions and Answers from Bidders’ Conference will be posted ASAP on our website. Keep checking in case there are further questions and answers. Any further questions about this process must be submitted in writing to Darby by no later than Friday, June 28, – (Click Treatment Services Section on Home Page)

REMINDER REMINDER –THIS POWER POINT PRESENTATION IS BEING PROVIDED FOR CLARIFICATION PURPOSES. HOWEVER, YOU MUST RELY ON THE INSTRUCTIONS PROVIDED IN ALL WRITTEN SECTIONS OF THE RFP